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National Juvenile Information Sharing Institute

Colorado Children Youth Information Sharing Collaborative (CCYIS)

In early 2008, the executive directors of five state departments, the commissioner of education and the state court administrator, signed an MOU that included a commitment to work collaboratively on implementing the Guidelines for Juvenile Information Sharing and the formation of the Colorado Children and Youth Information Sharing Collaborative – CCYIS.

The CCYIS Collaborative was inaugurated in April 2009 with representatives of five state departments, county representatives, a family advocacy organization, and youth representatives.

The CCYIS developed a governance structure and communication plan along with multiple trainings on federal laws, consent and data exchanges following the NIEM protocols. These materials can be found below:

Pilot Site documents

Click on the links below to download the documentation:

CCYIS Briefing

CCYIS Background and Purpose

CCYIS Governance Structure

CCYIS Communication Plan

CCYIS Federal Law Overview Training – video and audio

As part of the Cross Boundary Information Sharing Project with the Colorado Children Youth Information Sharing collaborative, additional training on FERPA, HIPAA and other federal laws that impact information sharing in a children, youth and family collaboration was requested by participants of the Juvenile Information Sharing Summits sponsored by the CCYIS and facilitated by ACG, Inc.  As part of the project, we were able to bring in a national subject matter expert, Ms. Lourdes M. Rosado, Associate Director of the Juvenile Law Center in Philadelphia, PA to speak on the updates to FERPA, HIPAA and 42 CFR.

The following links will take you to the video which has been edited into three (3) parts: Federal Law Overview, Scenarios and Q & A.  Also available for download are the Audio Recordings for these sessions.

Click here to view the presentation video

Click here to view the scenarios video

Click here to view the Q&A video.

Click here to listen to the presentation (audio only)

Click here to listen to the scenarios (audio only)

Click here to listen to the Q&A (audio only)

Data Exchanges:

The following data exchange documentation provides Information Exchange Package Documentation (IEPD) for seven data exchanges identified as priorities under the Cross Boundary Information Sharing Project. The purposes of these IEPD’s are to be a reference guide to support the exchange of information that conforms to the National Information Exchange Model Version 3.0. The IEPD’s below defines the format and content of an Information Exchange Package (IEP), and does not address the method used to transport the IEP from one system to another.  A brief explanation of the IEPD is found along with a downloadable zip file that contains the documentation for the exchange including information describing the purpose of the exchange, relevant forms and a separate file containing the XML Schema.

For more information see http://www.niem.gov.

Child Welfare History Request

Child Welfare History – If a youth is brought to a juvenile assessment center (or to pretrial services) by law enforcement and a decision needs to be made about release to parent and/or need for ongoing services by pretrial services (case plan development). A request will be made to Child Welfare/Human Services for a history of any services or case information.

Child Welfare History Request

Education – General

General School Information - If a youth and family services/juvenile justice agency requests general education information about a student, then the School or School District sends the general education information requested to the requesting agency.  The general education information can include school enrollment status, school contact information, and juvenile/guardian contact information.

Education (General)

Education – Detail

 Detailed School Information - If a youth and family services/juvenile justice agency requests detailed education information about a student, then the School or School District sends the detailed education information requested to the requesting agency.  The detailed education information can include school enrollment status, school contact information, juvenile/guardian contact information, attendance, grades, schedule, transcripts, teachers, and guidance counselor.

Education (Detail)

Massachusetts Youth Screening Instrument (MAYSI-2)/ Mental Health Screening Instrument

The Massachusetts Youth Screening Instrument (MAYSI)/(MAYSI-2) is a brief screening instrument (52 questions) designed to identify potential mental health needs of adolescents involved in the juvenile justice system. The MAYSI uses seven scales to assess a youth which includes:

·         Alcohol & Drug Use

·         Angry – Irritable

·         Depressed – Anxious

·         Somatic Complaints

·         Suicide Ideation

·         Thought Disturbance (Boys Only)

·         Traumatic Experiences

The MAYSI is designed for youth between 12 - 17 years of age and is self administered.  It is used in the State of Colorado in the following programs:

·         juvenile diversion programs

·         juvenile pretrial services and detention centers

·         juvenile probation offices

·         juvenile correctional and aftercare program

Medical Health Passport

If a child or youth is removed from the home and placed in the custody of child welfare, the assigned case worker must fill out and maintain a Health Services Record or Health Passport (HPP) on the child or youth while they are in temporary placement.

The Health Passport also is a record of appointments, providers, appointment status, appointment type and reason for the appointment and / or if the child/youth has a record or history of hospitalizations.

Medical Health Passport

Individualized Education Plan

A case initiated by a delinquent action of a youth resulting in arrest by a law enforcement officer and a case filed by the District Attorney Juvenile Division.  Probation, as part of the adjudication process for the youth has a Probation Officer (PO) assigned.  During the interview process with the parent and youth, it is indicated that the youth had special needs and that an Individualized Education Plan had been done earlier in the school year.  A release of information was initiated by the PO and the parent signed the release to receive a copy of the IEP from the school district.

Individual Education Plan (IEP) Request

School Behavior Report

A youth on probation is involved in an incident at school.  The school Vice Principal initiates a behavioral report, parents are contacted and the youth is suspended. The parents and youth inform the youth’s Probation Officer of the suspension and requests a copy of the report from the school district.

School Behavior Report

Consent Form – Authorization

As part of the information sharing process, CCYIS conducted an analysis of the consent / privacy process for their jurisdiction.  There were various consent forms used throughout the state and therefore, various processes followed.  To ensure that consistency was followed for child/youth data exchanges, CCYIS developed a comprehensive consent  and authorization release form to be used within a multiple agency collaboration.

Consent Form